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Venue Hire

With a flexible capacity of 950-1200 for seated events, 1686 for standing concerts and a 517 square meter auditorium for exhibitions The Hexagon is an ideal venue for all types of live entertainment, exhibitions & conferences.

More information available in the sections below or email Programme Manager

Significant building works to create a new studio theatre at the venue will take place from August 2025 until autumn 2027.

The Hexagon auditorium, seat capacity and individual dressing rooms will be unaffected, and the Hexagon will continue to programme and present events as usual for the duration of the project however the works will impact on the backstage facilities available including but not limited to the following:

The get in will be relocated to the rear of the building and there will be very little parking available on site
Visiting artists, company members and crew will be required to park in the neighbouring public car parks after unloading.
There will be space for just one large vehicle such as an artic or tour bus and additional vehicles will be required to park off site after unloading. We will be able to advise and arrange off site parking closer to the event.
The existing scene dock/load in will not be available and there will be very limited space available backstage for storage of equipment, flight cases and scenery.
Wardrobe, additional green/band room, crew showers and toured catering spaces will be hosted in temporary facilities located on site .
Gas and electric cookers are not provided or permitted for toured catering. A sink and microwave and kettle can be provided or alternatively the Hexagon can arrange a pre-selected menu for the company.
Noise from the adjoining building work may be audible during get in and set up times
Soundchecks – unless otherwise agreed any rehearsals / sound checks should be scheduled after 5pm on weekdays or after 1pm on Saturdays to help minimise disruption to the works programme. System tuning/checking can take place before this but there may be noise from the adjoining site. Sundays will have no noise restrictions.
The Orchestral Rostra is not available without prior agreement with the Hexagon.

There may be additional changes and restrictions during this time and we will require a full tech spec and rider for the show in advance to identify any potential issues. The Hexagon will not be liable for any costs incurred if the venue is unable to meet specific production requirements during this time.

Capacity / Format:

There are three main formats for events at The Hexagon

Open Concert – Capacity 1200 suitable for music concerts, comedy, schools events. Limited masking and wing space available in this format

Proscenium Arch Format – Capacity 950 suitable for staged theatre shows and dance.

Standing Concerts - Capacity 1686: Standing downstairs (1000) plus balcony seating (686)

The availability of formats is subject to programming and may incur additional charges. Capacity may be reduced for sightlines and technical requirements.

Downloads

HEXAGON TECHNICAL SPEC

Reading Borough Council reserves the right in its absolute discretion not to hire or provide its venues –

To any organisation or individuals that do not conform to the values (Equality, Fairness and Inclusivity) of the Council, or that are banned or proscribed by law;
Or, for political rallies, or for demonstrations which incite hatred or violence or any breach of criminal law and/or spread hatred and intolerance;

Furthermore, the Council reserves the right to refuse to grant, or withdraw permission with immediate effect:

If any or all parts of the event are considered by the Council, in its reasonable opinion, to be dangerous, offensive, noxious, illegal or which may become a nuisance to the Council or any other occupiers in the areas (or any neighbouring property) where the event is held;
If the organisers are found to have falsely represented the event at the time of booking, but are subsequently found to breach the principles set out here.
Or, if the Council is not satisfied that the safety of the buildings and the public can be ensured.

Event organisers will be required to provide information about the nature and details of the proposed event, speakers, participants and organisers prior to confirming the booking. It may be necessary to record, check and pass these details to Council and external partners in order for the venue to fulfil its responsibilities under the policy.

The event organiser agrees to abide by the terms of the policy and the Council will not be held responsible or accept liability for any costs incurred by the hirer for any cancellations, refusals or withdrawal of permission. No individuals or groups will be denied the opportunity for access to local authority managed properties unless there is a justifiable reason to do so within the spirit of this policy.

The main legislation/guidance governing this issue is:

Prevent Duty Section 26 of the Counter-Terrorism and Security Act 2015 places a duty on certain bodies (including the local authority), to have due regard to the need to prevent people from being drawn into terrorism. This is known as the Prevent Duty. In complying with the Prevent Duty, local authorities must ensure that publicly-owned venues and resources do not provide a platform for extremists and are not used to disseminate extremist views. The Government have defined extremism as including “vocal or active opposition to our fundamental values, including democracy, the rule of law, individual liberty and mutual respect and tolerance of different faiths and beliefs. We also include in our definition of extremism calls for the death of members of our armed forces”

Statutory Duty As a responsible authority under the Crime and Disorder Act 1998, Reading Borough Council also has a statutory duty to work in partnership with other agencies to reduce and prevent crime. Maintaining public order is a priority for the Local Authority and the Police, therefore when an event poses a risk to the general public, there are grounds to review and reconsider venue hire. Where the property is not under Local Authority control, they can provide advice to the property owners/occupiers.

The Human Rights Act 1998 The Human Rights Act 1998 sets out the fundamental rights and freedoms that everyone in the UK is entitled to. In some limited situations, certain freedoms are qualified meaning that public authorities may interfere with them. This is only possible where the authority can show that its action has a proper basis in law, and is necessary and ‘proportionate’ in order to protect Public safety, Public order, Health or morals, the rights and freedoms of other people.

The Equality Act 2010 The Equality Act 2010 requires public bodies to have due regard to the need to eliminate unlawful discrimination, harassment, victimisation and any other conduct prohibited by the Act as well as advance equality of opportunity and foster good relations between people who share a protected characteristic and people who do not. The latter relates to the need to tackle prejudice and promote understanding.

Full policy can be downloaded here

The exact hire fee and availability of the venue is available on request and will depend on the specific event and requirements. The following is intended for guidance only and subject to change.

Included: The venue will provide, Stage Manager and Electrician, in-house sound and lights as supplied (a copy of the spec can be found on our website) necessary Front of House staff for a public performance, inclusion in local listings and on our venue website. Any additional equipment or staff will be recharged.

Excluded: The following are standard recharges for all ticketed events.

Credit Card Commission (approx 3.5% of Box Office receipts)

PRS: Payment due to the performing Royalty Society. Tariffs vary depending on the performance and content of your programme. For full information see section on PRS

Security (see section)

In addition, the following are required for standing events.
Stage Barrier (standing concerts only)
First Aid (for standing concerts only):

Additional recharges for staff, crew, equipment and services may apply Costs will be discussed and agreed at the time of booking.

Payment A 25% non-refundable deposit is required, with balance payable 8 weeks in advance of event. We are unable to release box office income to the hirer until the final settlement. The hire fee and any additional charges are subject to standard rate VAT.

Insurance The hirer must obtain Public Liability Insurance for a minimum sum of £10,000,000. Full details of the insurance and licencing requirements are detailed in the Hexagon Terms and Conditions of Hire.

Food & Drink: The hirer may not provide their own food and drink to be sold or distributed to event attenders on the premises.

Terms & Conditions: Further terms and conditions apply and a copy of the full Hexagon Terms and Conditions of Hire will be provided with the contract.

Licensed security must be instructed for all public events taking place at the venue.

Security will operate bag checks on arrival and are required for the duration of the event including any pre and post show activities open to the public. The cost of security is recharged in full to the hire. The exact levels required and costs will be determined by the venue based on type of show, capacity, ticket sales, timings, expected audience behaviour, current threat levels, hirer requirements and other relevant considerations.

The Performing Rights Society (PRS) is the national body responsible for collecting and distributing royalties when music is played in public, broadcast, downloaded, streamed, or performed live both in the UK and around the world. If you are putting on any type of public performance or event which includes music you must declare the details to the Performing Rights Society and pay the appropriate royalty fees.

Both the venue and the hirer have legal obligations under current regulations to ensure that royalties are paid correctly. The Hirer must declare any music (live or recorded) which will be played in their event. This is regardless of duration, composer or type of event or organisation. The Venue will then calculate royalties payable based on the information provided.

The hirer must complete a PRS set list declaration form no later than 1 day after the event. Set lists can be downloaded from the link below and emailed in advance.

Downloads

SET LIST DECLARATION FORM

GUIDE TO PRS FOR LOCAL HIRERS

All tickets must be issued by Reading Arts and include a valid QR code for scanning on entry. Unless otherwise agreed Reading Arts will sell tickets through our usual channels, by telephone, in person at the venue and online.

All tickets purchased through Reading Arts will be subject to an additional booking fee charged to the customer at the point of sale and retained by the venue.

The hirer may request a small allocation of tickets to sell or distribute independently, allocations are charged at 50p per ticket plus postage costs.

Additional Terms and Conditions and charges apply for agent allocations.

Downloads

Ticket Agent Terms & Conditions

The hirer must inform the venue in advance if any children of compulsory school age or below are performing or taking part in the event, and provide relevant details when requested.

The hirer has a legal obligation to ensure that all children are covered by either an individual performance licence, a ‘Body of Person Approval’ (BOPA) or exemption. It is for the local authority to determine whether the performance or activity requires a licence, and the responsibility of the hirer to ensure applications are made in good time and conditions of the licence are met in full.

Exception : Where the production is organised by a mainstream school (of education), the school is solely responsible for all aspects of the child’s welfare and there is no requirement to gain any form of consent from the Local Authority or instruct additional licenced chaperones.

The hirer must ensure licensed, or local authority approved chaperones are provided in accordance with current legislation.

A guide on chaperones is available at www.brighterfuturesforchildren.org/for-parents-carers/children-in-employment/

The Hirer must also ensure that appropriate risk assessments and safeguarding policies are put in place to maintain the safety and well-being of children and young people taking part.

The venue may cancel an event if the necessary licences or paperwork are not provided by the hirer when requested.

Further information on Child Performance Licences & Safeguarding is available on request

The Hirer is wholly responsible for the marketing and advertising of the event. If you are producing your own flyers, posters or programmes you must include venue logos and information and designs must be submitted to Reading Arts for approval.

The Hexagon can provide an entry on whatsonreading.com and inclusion in local listings as appropriate and the cost of any additional marketing or advertising requested will be recharged.

Misleading advertising, flyposting or contraventions of any current legislation may result in the cancellation of the event.

Existing Hirers: Please contact Reading Arts for copies of the current venue logos and marketing assets.

The Hexagon is the premier venue in the Thames Valley. For over 45 years we have providing audiences with a huge range of activities from Classical Music to Snooker and have been visited by the top artists in their field; The Smiths, James Brown, Billy Connolly, Peter Kay, The Cure, Victoria Wood, Jools Holland, Michael McIntyre and Paloma Faith are just some of the many hundreds of names who have appeared here over the years.

The Hexagon is also an ideal venue for exhibitions and conferences, trade shows or product launches. Due to the specialist needs of companies who wish to hire, each presentation is discussed individually, and all or part of the building can be converted into space as required

There is an on site café and bar and we can also provide private catering and bars to suit your needs. Our friendly catering professionals can advise on a wide range of freshly prepared, attractively presented refreshment & buffet options to suit all tastes.

The four star Penta Hotel is a two minute walk away with many other great hotels, bars, restaurants and facilities located in the town centre. The Hexagon enjoys a town centre location, situated within quick and easy access from London, Heathrow and Gatwick. There is a large public car park situated conveniently opposite the theatre.

The Hexagon has an extensive technical equipment inventory and most lighting, sound and visual requirements can be met from this.

For details of hire fees or further information contact:

Charity Gordon
Programme Manager
The Hexagon
0118 937 2123
Email Charity Gordon

Catering Arrangements:
Fiona Marrison
Theatre Manager
0118 937 2017
Email Fiona Marrison

South Street Arts Centre
(capacity 60-100)

Reading Concert Hall
(capacity 700)

Reading Town Hall
Various meeting and conference spaces available

How to find us

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